“To Whom It May Concern” is a formal salutation for professional correspondence when the sender does not know the specific name or title of the recipient. This phrase signals that the message is intended for the individual or department responsible for the subject matter. While it has a long history in business communication, its use has become more nuanced with the ease of finding contact information online.
When to Use “To Whom It May Concern”
This salutation should be reserved as a final option for situations where identifying the recipient is not possible after all attempts to find a specific contact have been exhausted. Using it indicates that the letter is intended for the appropriate party, whoever that may be within the organization.
A fitting scenario is sending a formal letter of reference to a large university’s general admissions committee, as the letter may be reviewed by multiple unknown individuals. Another example includes lodging a formal complaint with a large corporation’s customer service department where a specific contact is not provided. You might also use it for an unsolicited inquiry to an organization that does not list any staff contacts.
Better Alternatives to Use
Using a more specific salutation demonstrates diligence. Before defaulting to the generic phrase, it is highly recommended to research the appropriate contact person. A company’s website, particularly the ‘About Us’ or ‘Team’ pages, is an excellent starting point. Professional networking platforms like LinkedIn are also valuable resources for identifying individuals and their job titles.
When a specific name cannot be found, there are several strong alternatives that are more targeted. If you are applying for a job, “Dear Hiring Manager” or “Dear Hiring Team” are acceptable and direct. You can also address the letter to a specific department, such as “Dear Customer Service Department” or “Dear Human Resources Director.”
This level of specificity shows you have made an effort to direct your correspondence properly. For instance, addressing a letter to the “Marketing Director” is more effective than a generic greeting if you are seeking a role in that department. These alternatives maintain a professional tone while being more focused.
How to Format the Letter
The salutation “To Whom It May Concern” should have the first letter of each word capitalized. It is always followed by a colon to signal the beginning of the letter’s main content. This greeting appears at the top of the letter, two lines below the recipient’s address if available, and before the body of the letter.
Following the salutation, write the body of your letter, keeping the tone professional and concise. The letter should conclude with a professional closing such as “Sincerely,” or “Respectfully,”. Leave a few lines of space for your physical signature, and then type your full name beneath it.
“To Whom It May Concern” Letter Template
[Your Name]
[Your Street Address]
[Your City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]
To Whom It May Concern:
[Body of the Letter: In this section, you will state the purpose of your letter clearly and directly in the first paragraph. Subsequent paragraphs should provide the necessary details, evidence, or background information to support your reason for writing. Keep paragraphs concise and focused on a single idea to ensure readability.]
[Final Paragraph: Use this space to summarize your main point and state your desired outcome or next steps. If applicable, you can reiterate your availability to provide more information and restate your contact information.]
Sincerely,
[Signature]
[Typed Full Name]